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UCL ESTATES Fire Safety

___________________________________________________________________________________________________________________________ Date Last Amended: Feb 18 EP: 1 of 7.

Issued by: Fire Safety Manager, Safety Services, UCL Estates, Gower Street, London WC1E 6BT / [email protected]

UNIVERSITY COLLEGE LONDON

PREMISES FIRE SAFETY HANDBOOK Regulatory Reform (Fire Safety) Order 2005

1. St Martin’s Le Grand University College London

St Martin’s Le Grand, London EC1A 4AS Contents 1. Introduction ........................................................................................................................................................................... 1 2. General Building Description .............................................................................................................................................. 2 3. Means of Escape (MoE) ...................................................................................................................................................... 2 4. Instruction to Building Occupants ..................................................................................................................................... 3 5. Emergency Disabled Evacuation Provisions .................................................................................................................... 4 6. Centrally Timetabled Space - Disabled Access Provisions .......................................... Error! Bookmark not defined. 7. Specific Evacuation Instructions ........................................................................................................................................ 5 8. Fire Alarm (specific Information) ........................................................................................................................................ 6 9. Fire Extinguishers .................................................................................................................................................................... 7 10. Other Information ................................................................................................................................................................. 7

INTRODUCTION NOTES

This document provides information that you need to know in order to use your building safely whilst complying with UCL policy and fire safety legislation. Each UCL building has been given a risk rating, and this dictates how often fire safety reviews take place, as well as how often departmental staff and fire evacuation marshals should receive full fire safety training.

UCL Departments must ensure that:

all new staff are provided with adequate induction training;

this training is refreshed periodically (depending on the fire risk rating below);

fire evacuation marshals (FEM) are appointed for each floor of the building;

fire evacuation marshals are suitably trained, including refresher trained periodically (depending on the fire risk rating);

departmental areas and the risks contained therein are managed safely;

appropriate arrangements are in place to ensure the safe evacuation of disabled people;

Fire Safety Reviews - UCL Fire Safety Team will periodically carry out fire risk assessments and fire safety reviews. The period in which these reviews will take place will be dictated by the determined risk category of the building.

Fire Drill - UCL will deliver drills on a risk-based programme. Fire drills are incorporated into the fire risk assessment programme to create a fire safety package at each building on a risk-based frequency. A full fire evacuation rehearsal will be carried out at a frequency determined by the Building Category

1. Introduction This short guide provides basic fire safety information for occupants and visitors at 1. St Martin’s Le Grand.

Premises Fire Safety Handbook Bldg Name: 1SMLG (414) ___________________________________________________________________________________________________________________________


Issued by: Fire Safety Manager, UCL Estates, Gower Street, London WC1E 6BT / [email protected]

2. General Building Description Ground Floor - 1SMLG occupies 2,196m² space on the ground floor of an office building near to St Paul’s, recently refurbished to accommodate 274 working desks in the open plan office as agile space for UCL Professional Services (Information Services).

First Floor - UCL occupies a small area on first floor under and arrangements with St Bart Hospital

General arrangement plans are attached including the Fire Assembly Point location

3. Means of Escape (MoE) Ground Floor - there ae a number of marked fire exist passing through

lobbies and discharge at street level from the premises;

Secon Floor - the space has a number of marked fire exits, leading into protected stairs that discharge at ground level and into the street;

3.1. Other Information: 1SMLG Contact(s):

o 1SMLG Security Control Room: 020 3675 4372

o Email: [email protected]

o Out of Hours (Savills Helpdesk): 0845 838 7627

Sprinklers - the whole of 1SMLG is covered by sprinkler fire suppression system, which significantly reduce fire spread and the protection of occupants - care should be taken when undertaking any works at ceiling level to prevent accidental activation;

Fire Alarm Arrangements - to avoid overcrowding in the fire escape stairwells during an emergency evacuation, the building operates a ‘Phased Evacuation1’ alarm warning system. This means that immediate automatic evacuation is carried out only on the floor where the fire alarm has been raised the following floors on actuation of the alarm system:

o floor of origin and the floor above, the basement, the lower ground floor and the roof

o See Item 8 below for more specific instructions and arrangements for fire alarm activation and arrangements for staff to start evacuation;

Gallagher Security Door Release (UCL Space) - doors will only release automatically when specific floor is part of ‘initial phase’ fire evocation; o the door card release will not release when fire alarm is in ‘Standby’

mode and not in full fire evacuation;

1 phased evacuation - system of evacuation in which different parts of a building are evacuated in a controlled sequence of phases, those parts of the premises expected to be at greatest risk being evacuated first.




4. Instruction to Building Occupants

Relevant Information

Building Fire Risk Rating: Category 2 Risk.

Fire Risk Assessment (risk rating timeline):

Fire Risk Assessment in this building will be undertaken every 3 years

(subject to building changes or alterations)

Fire Risk Assessment (FRA) Reviews:

A comprehensive fire risk assessment audit inspection will be carried out in the interim between the defined risk assessment periods as follows: for Cat 3 risk buildings – 1 year following main FRA; for Cat 2 risk buildings – every 1/½ years following main FRA; for Cat 1 risk buildings – every 2 years following main FRA;

Department Fire Risk Review (iaw TN077 & TN077A):

Departments - review periodically (but at least annually or more frequently if higher risk) and keep completed copies locally for fire brigade inspection; FEMs or other designated persons conduct building inspections iaw TN77a and Department Managers should update records iaw TN077.

Staff Training (TN086):

New Staff Induction – within 3 days upon arrival carry out full walk of building, escape routes. The new arrival must then complete ‘Basic Fire Safety’ eLearning on Moodle. Refresher - full training as per induction to be completed by all staff / contractors within periods determined by the risk rating time line indicated above for this building (every 3 Years).

FEM Training (TN099):

The landlord required UCL Tenants to provide Minimum number of trained FEMs per floor in this building is: Ground

floor - SIX (6) and First floor - Three (3) New / Initial FEM training - completed through eLearning

on Moodle. Refresher - the FEM refresher period is determined by the risk rating timeline, indicated above, for this building. (Additional refresher training will be delivered by means of Toolbox Talks to

FEMs annually, following the fire evacuation drill)

Fire Drill: Scheduled by the building management agents (not UCL)

Persons with Disabilities:

Department to provide PEEPs and specific arrangements (see details below)

Other Information: The management team of 1SMLG, provide a ‘Tenants Handbook’ (see attached) for local building arrangements for both emergencies etc.




5. Emergency Disabled Evacuation Provisions

Relevant

Information

Mobility Impaired Persons (MIP) or Persons with Disabilities:

Department’s local management arrangements and fire evacuation strategy for MIP and disabled persons should not rely solely on the Fire & Rescue Service, rescuing people waiting in refuges, but for the Department to have satisfactory arrangements in place to assist persons from the building to a place of permanent safety.

Personal Emergency Evacuation Plan (PEEP)

Managers should develop Personal Emergency Evacuation Plans (PEEPs) for all MIP or staff and students with disabilities under their responsibility. PEEPs should be conducted for all areas that persons with disabilities are likely to visit and should be completed iaw the instructions provided on RiskNET under the section ‘Risk Assessments’ > Personal Emergency Evacuation Plans. Further information is also available from www.ucl.ac.uk/fire/documents under ‘Disabled Staff and Student Guidance’

Disabled Refuge Facilities: (Generally, only provided on individual Risk Assessment or as part of a PEEP initiated by the Department):

Some buildings have refuge areas, which are surrounded by fire-resisting construction. These are to be considered as temporary waiting areas only. Disabled people should never be left in the building, as departments must always have sufficient procedures in place to evacuate disabled persons. The refuge may be used as a safe place for a less ambulant person to wait for everyone else to leave, before making their way down the stairs (with assistance if necessary) at their own pace.

Disabled Refuge Communications Facilities: (Communication for disabled refuges have BT big button phone or system complying BS5839-9):

(1). Local communications, numbers, building instructions and arrangements provided 1SMLG Building Management; (2). Emergency assistance (non-1SMLG), via UCL Security Control Room (available 24/7) who may arrange help and assistance on:

020 7679 2222 (Ext: 222) Alternative Number (24/7) - 020 7387 5256; UCL Security Ops (24/7) - 020 7679 2108 (Ext: 32108);

Disabled Evacuation Lift: None

Deaf Persons Fire Alarm Alerting Facilities (Change to alerting facilities for hearing impaired people):

Deaf Messaging System (DMS) (see UCL Fire Safety Tech Note TN 007) - a DMS is provided and connected to the fire alarm system to send out a text message upon fire alarm activation to those who have opted into the service. Blue information stickers at the entrance to the building provide the text registration instructions:

DMS Ref text: NONE

General Emergency Evacuation Plan (GEEP):

Ask the person you are visiting to take you to the refuge & ensure that Fire Marshals or others are informed that the refuge is in use. If you are able - make your way down the stairs in your own time, once all other occupants have passed you.

Other Information:

Departmental managers will need to liaise with the 1SMLG Building Management Team in respect to any staff of visitors to UCL space who require assistance with mobility or disabilities.




6. Specific Evacuation Instructions

Local fire information:

Fire Action Notices (and in some premises, additional supplementary instructions) located throughout the premises at fire points provide the local fire Emergency Plan and you should be aware of their contents.

Action on discovering a

fire:

On discovery or being made aware of a fire, immediately raise the alarm to give warning throughout the building by operating the nearest fire alarm manual call point (red).

On hearing the fire alarm:

On hearing the fire alarm, leave the building immediately by the nearest available fire exit (this may not necessarily be the way you entered the building).

The fire alarm system:

(1). This building is equipped with a multi - staged addressable fire alarm system. Which when activated, provided different messages depending on the floor of fire alarm origin to occupants. (2). Automatic Fire Detection (AFD) – smoke & heat detecting devices are provided for early warning of fire to aid faster escape. (3). Manual Call Points (MCPs) - means for raising the fire alarm in addition to fire detection is by operating MCPs that may be found on routes leading from the building (including corridors, landings, staircases & final exits).

Calling the fire brigade:

This building’s fire alarm system is monitored on a 24-hour basis who will summon the Fire Brigade. However, you should always make an Emergency Telephone call to raise the alarm. Raising the alarm is under the control of 1SMLG management team;

Evacuation procedure

and using lifts during fire:

On hearing an appropriate evacuation message or being directed by a Fire Evacuation Marshal (FEM), occupants are to evacuate the building by the nearest available escape stair, corridor or exit route to the Final Exit from the building. If your escape route is blocked / obstructed by fire or smoke, you should turn your back on the fire and follow the alternative route from the building by following the green fire escape directional signage provided.

Lifts should not be used in the event of the fire alarm sounding

Fire Assembly Point:

On leaving the building you should proceed to the Fire Assembly Point; the location of the Fire Assembly Point(s) is indicated on the local Fire Action Notices provided, which may also be supplemented with additional information such as local escape route plans etc. Do not obstruct the building entrances as this may hinder access to the fire brigade crews & appliances. Beware of the road traffic and your and others safety during the evacuation!

Electronic security door

release mechanisms

see TN002 and TN004:

Where fitted doors forming part of the Means of Escape (MoE) may be provided with Electromagnetic Security Locks (Gallagher): (1). Generally, locks release on activation of the fire alarm system (but there are some specialist exceptions to this requirement); (2). Each door in direction of escape is provided with an independent ‘break glass’ emergency release device (green box) that may be activated to release the door in an emergency. (3). UCL Space - doors will only open automatically when in ‘evacuation mode’ on the floor and not in ‘standby’ fire alarm mode.




8. Fire Alarm (Specific Information) Call Points - fire alarm ‘manual call points’ are found in routes leading from

the building (including corridors, landings, staircases & final exits), to raise the alarm manually;

Fire Warning - the fire alarm consists of warning messages either the ‘general alarm’ (evacuate by nearest exit) or the ‘alert’ (stand-by continue what you are doing, but be prepare to evacuate if the message changes to the general alarm) or ‘all clear’ message stand down incident resolved;

Evacuation Arrangements - the building operates a ‘Phased Evacuation’ alarm system. This means that immediate automatic evacuation is undertaken on the following floors on actuation of the alarm system:

o Floor of fire alarm origin and, the floor above;

o The basement level;

o The lower ground floor;

o The roof level;

These floors will receive a ‘General Alarm’ (evacuate message):

o Your action on hearing the GENERAL FIRE ALARM message (continuous automated recording) on specific floors only:

“Fire has been reported in the building please use the nearest available exit, do not use a lift”

The remainder of the floors will receive an ‘Alert Signal’ (standby message) and occupiers should remain at their workplace:

o Your action on hearing the ALERT STANDBY message (automated recording) on floors not immediately effected by reported fire:

“Fire has been reported in the building, please remain at your work place and await further instructions”

Alert Standby (Remember) - you are perfectly safe to remain in the building and you DO NOT NEED to leave your work space during the ‘stand by’ automated message as the alarm is being investigate by 1SMLG management team as appropriate;

When to evacuate? - on change to the ‘general alarm’ message you should evacuate as normal via the nearest available fire exit and proceed to the fire assembly point:

o ‘St Paul’s Churchyard Public Area’

Weekly testing of the fire alarm - Building Management responsibility and tested on Fridays at 3 pm (15.00hrs);




9. Fire Extinguishers Extinguishers;

o 6 x Litre multi-purpose Water Mist extinguishers;

Fire Blankets - are provided in kitchens and tea points;

See www.ucl.ac.uk/fire/documents TN027a & TN035;

10. Other Information (a). Location and Provision of Lockers (Circulation Areas) - stairs and some

corridors are to remain free of any storage including lockers:

o See www.ucl.ac.uk/fire/documents TN070;

(b). Kitchens and Tea Points: Management of unwanted alarms and fire risks - please see TN105A

on the definition of kitchens and tea points and what is permitted within them:

o See www.ucl.ac.uk/fire/documents TN105a;

Issued by: Fire Safety Manager, UCL Estates, Gower Street, London, WC1E 6BT.

Fire Action 1. ST MARTIN'S LE

GRAND

On discovering a fire - operate the nearest fire alarm call point. Dial Ext: 222 / (9)999 & call the Fire Brigade - your address is:

1. ST MARTIN'S LE GRAND, LONDON, EC1A 4NP

Only attempt to fight the fire, if it is safe and practical to do so - using the most appropriate fire extinguisher for the type of fire you intend to tackle.

Water Mist Extinguishers are safe to use on Electrical and Flammable Liquid fires.

1SMLG operates ‘Phased Evacuation’ for each floor:

o On hearing the ‘General Alarm’ (Evacuate) message – leave the building by the nearest available fire exit;

o On hearing the ‘Alert’ (Standby) message - occupiers should remain at their workplace and listen for further instructions;

Do NOT - stop to collect belongings.

Do NOT - use the lift.

Do NOT - re enter the building until instructed to do so by the Senior Fire Officer present.

When clear of the building - proceed to your designated FIRE ASSEMBLY POINT at:

St Paul’s Churchyard

1SMLG

Tenant’s Handbook

For 1 St Martin’s- Ie-Grand London EC1A 4NP

Introduction What is the Handbook for? This Tenant’s Handbook for 1 St Martin’s -Ie -Grand has been prepared: -

To provide you with information about the building, its services and the management team who run it.

To supplement the terms of your lease.

To ensure the efficient running of the building in compliance with all relevant health, safety and other statutory requirements.

To minimise any disruption or annoyance to other occupiers of the building.

It is important that you familiarise yourself with its contents to enable the smooth operation within Inspired. This Handbook may be updated from time to time. Changes to it will be notified to you in writing.

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Contents 1. SECTION 1 .................................................. ERROR! BOOKMARK NOT DEFINED.

GENERAL SITE INFORMATION .............................................. ERROR! BOOKMARK NOT DEFINED. ACCESS TO THE BUILDING ................................................................................................ 4

RECEPTION HOURS .......................................................................................................... 4

BUILDING MANAGEMENT ................................................................................................ 4

HELP DESK ..................................................................................................................... 4

CAR PARKING ................................................................................................................ 5

CYCLE RACKS LOCKERS & SHOWERS ............................................................................... 5

LOCKERS ....................................................................................................................... 5

SHOWERS ....................................................................................................................... 6

SMOKING ...................................................................................................................... 6

GOODS IN PROCEDURE .................................................................................................. 8

2. SECTION 2 ........................................................................................................... 9

LANDLORD / TENANT PROCEDURES .................................................................................. 9

GENERAL ....................................................................................................................... 9

MANAGEMENT OVERVIEW ............................................................................................... 9

THE SCOPE OF LANDLORD SERVICES ................................................................................. 9

SERVICE CHARGES ......................................................................................................... 9

ADDITIONAL SERVICES / COSTS ...................................................................................... 10

INSURANCE .................................................................................................................. 10

ALTERATIONS ................................................................................................................ 10

LOADING CRITERIA ....................................................................................................... 11

THE MANAGING AGENTS MUST BE NOTIFIED PRIOR TO ANY WORKS COMMENCING .............. 10

TENANTS’ NAME SIGNS ................................................................................................. 11

GROUP COMPANY OCCUPATION ................................................................................. 11

SUB LETTING ................................................................................................................. 11

ASSIGNMENT ................................................................................................................ 11

3. SECTION 3 ......................................................................................................... 11

EMERGENCY PROCEDURES ............................................................................................ 11

Site Specific Emergency Plan .......................................................................... 11

4. FIRE PROCEDURES ............................................................................................. 30

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GENERAL SITE INFORMATION Full Site Address 1 St Martin’s –Ie-Grand. London, EC1A 4NP Management Surveyor David Jackson Savills 25 Finsbury Circus, London, EC2M 7EE Tel: 002078774633 Mobile: 07972000236 E-Mail: [email protected]

Building Manager Matthew Kent

Savills 1 St Martins Le Grand London, EC1A 4NP Mobile 07813 520864

E-mail: [email protected] Regional Facilities Manager Andy Sims Savills 25 Finsbury Circus, London, EC2M 7EE Mobile: 07794 280 461 E-Mail: [email protected] Landlord HB Le Grand PTE. Ltd Client Accountant Sarah Farmer Savills 25 Finsbury Circus, London, EC2M 7EE

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Access to the building The building is provided with on-site contracted security staff 24 hours a day, 365 days per year. Doors are access controlled at all times.

All visitors must report to the main reception and will then be directed to the appropriate floor, outside of normal reception hours, prior notification should be given and visitors should use the front intercom. During working hours, we request that all tenants provide expected visitors names, company names and expected times, so that building passes can be prearranged.

Deliveries should be made to the site via the loading bay to the side of the main entrance. A door entry call point is situated next to the car park/ garage door. The reception staff have strict instructions not to sign for any deliveries. The goods lift should be used for all wheeled in deliveries.

Contractors requiring access will be required to follow various procedures dependant on works and only with appropriate approval from the building management team.

Reception hours The building is staffed at all times however the main reception hours are 0800hrs – 1900hrs Mon – Friday.

Tel: Security 0203 675 4372

Email: [email protected]

Building Management The building management team comprises of the following staff:

Matthew Kent - Building Manager 07813 520864

Andy Sims– Regional Facilities Manager 07794 280 461

Help Desk Any defects, issues or repairs required should be reported to the building helpdesk in the first instance. The contact details are as follows:-

[email protected]

Savills operate a central out of hours help desk service that can assist you with emergencies in the unlikely event of the building management staff being unavailable.

The service can be reached on 0845 838 7627

1 SMLG

Car parking Parking is limited, however please contact Matthew Kent Building Manger with any requests for parking

Cyclist should use the cycle racks provided in the basement parking area only.

Neither the landlord nor the managing agent will accept responsibility for any loss of or theft from any cars, motorbikes or cycles parked either inside or outside the building.

Cycle Racks Lockers & Showers These facilities have been provided by the building for the use of all tenants at 1St Martins–Ie-Grand.

Cycle racks are allocated to each of the tenants; they in turn will administer the allocation amongst their staff.

Security need to be advised of the names of the authorised users.

Security will issue a green registration tag and a simple contact form.

The contact form needs to be returned to security prior to using the facility.

The green registration tag is to be attached to the cycle as close to the saddle as possible.

It is suggested that removable items such as lights and pumps are removed whilst the bicycle is stored.

The building recommends that a security device is employed to secure the cycle whilst in storage. Parking is at the users own risk. Neither the landlord nor the managing agent accept any responsibility for any loss or damage to bikes parked in the garage.

Users are to ensure their bicycles are securely fixed to the racks.

Usage will be monitored and long term storage will be reported back to their administrators.

No cycle shoes are permitted past the goods inwards doors or on any carpeted areas. A bench will be provided outside goods inwards for changing of shoes.

Staff wishing to jog or run to work during the day must use the goods inwards entrance and not reception.

Lockers Those issued with lockers must store all clothing helmets etc within the lockers, no clothing can be left outside or hung from the sprinkler pipes. Cleaners are instructed to remove and discard all items left outside the lockers.

Lockers have been allocated to each floor; tenants in turn will administer the allocation amongst their staff.

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Showers Ladies and Gents showers are provided and are clearly marked as such.

To avoid excessive water on the floors at peak times it is suggested that users towel off within the shower cubicle.

For those who use talcum powder again can this be applied within the shower cubicle as it is particularly difficult to clean from the tiled floors and will increase the down time of the unit for cleaning.

Please report any defects/ cleaning required as soon as possible to security situated in the goods onwards department, or via the Helpdesk.

Cleaners will service the shower units throughout the day. All products will be removed and discarded at the end of each day.

Smoking 1 St Martins–Ie-Grand is a no smoking building. Smoking is not permitted in the building, in the underground car park, or in any of the grounds, particularly at the front of the building.

1 SMLG

1 St Martin’s Ie-Grand Goods In Procedure

1. All couriers are directed to the Goods In / Security Control Centre, via the loading bay entrance to the side of the main entrance.

2. Security, sign for all packages and complete a GRN (Goods received note).

3. Small items are stored in the Security Control Centre; large items are placed outside the SCC. As an interim measure, until a secure storage facility is built.

4. Security will email the relevant Facilities Officer / nominated contact and inform them of the details of the delivery and that it is ready for collection at security. The GRN will be signed when the item is collected.

5. All GRN’s will be filed for 3 months for reference.

6. The security Supervisor will check GRN’s hourly for items not picked up.

7. He will advise by email the nominated Facilities Officer / nominated contact that a package has remained uncollected and needs to be signed for and collected.

8. Items that remain uncollected for 24 hours will be notified to the Building manager.

Floor Facilities Officer Deputy Contact details

LG

G

1st

2nd

3rd

4th

5th

6th

7th

8th

9th

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2. Section 2

Landlord / Tenant Procedures

General The first point of reference when dealing with any issues affecting your occupation of 1 St Martin’s-Ie-Grand should be the lease under which you occupy your accommodation. The following is provided to give a brief overview of the Landlord / Tenant procedures.

Management overview A full description of landlord responsibilities will be contained within the tenant’s lease but in summary they include the following:

Rent collection;

Management of the services within the building (except within each tenant’s demise);

Maintenance and repairs of building fabric and services (except within each tenant’s demise);

Statutory compliance – the procurement and management of risk assessments for safety, fire, asbestos and other statutory matters in the common areas / services;

Management of a service charge for the property and collection of funds and accounting;

Dealing with tenants’ general enquiries;

Approval of tenants’ applications requiring landlords’ consent (both immediate and head landlord).

The scope of Landlord services The scope includes the following managed services. The costs will be apportioned (and split transparently) across the Landlord common areas:-

Security for the building;

Security/ receptionist services to the main reception;

Soft services in common areas - cleaning, waste management, pest control, window cleaning, indoor / outdoor plants and supervision thereof;

Building fabric maintenance;

Mechanical and electrical services, including lifts.

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Service Charges The service charge year for this property runs from 1st April to 28th March.

Service charges are collected by way of four on-account payments due on the English quarter days. A balancing charge or credit is levied after the account is reconciled at the end of the year. Further information on the items included within the service charge is detailed elsewhere in this guide and also within your lease.

Quarterly demands will be sent out prior to the above dates, payments should be sent to Savills.

Each year a service charge budget will be produced showing the likely expenditure for the forthcoming year.

Each tenant pays a proportion of the expenditure according to the floor area occupied and the particular services from which they benefit. Wherever possible the landlord will adhere to the latest RICS Service charge code of practice for Commercial Property.

At the end of the service charge year the accounts will be reconciled and independently audited. If actual expenditure exceeds the budget a balancing charge is made to all tenants. Conversely if there is an under spend a balancing credit will be issued. Once the accounts are reconciled the tenants will receive a certificate detailing expenditure and an explanation of the individual costs incurred.

Additional Services / Costs The following are outside of the service charge and will be charged direct:

Insurance;

Electricity for demised areas, based on sub meter readings. A quarterly estimated on account payment is invoiced, based on prior year consumption and costs, with an annual reconciliation.

Insurance The landlord is responsible for insuring the building and Savills, on behalf of the landlord, recovers the premium from the occupiers. The tenant’s proportion is calculated with reference to the percentage floor area occupied, and cover includes:

The usual building perils;

Terrorism cover;

Property owners’ liability;

Engineering insurance.

Alterations

1 SMLG

Landlord’s consent will almost certainly be required prior to any alterations being undertaken to the demised premises.

Structural alterations (save on occasion to facilitate affecting of fixtures and fitting etc, and then only where permitted by and in accordance with, and subject to the conditions of the relevant lease) are absolutely prohibited.

A list of Savills approved contractors is available from the Regional Facilities Manager should you wish to avail yourselves of these contractors.

If in doubt, please contact the Building Management.

An application for Landlords consent should be made to Savills. Consent must be obtained before any works are started. It will only be given if the following conditions are complied with:

Provide plans, sections and elevations of all internal layouts on a scale of 1:100. Copies of drawings should also be submitted in CAD format for the building manager’s records.

Provide details of the programme, the Method Statement, Risk Assessments and the proposed contractor

Provide evidence that the alteration complies with all relevant statutory requirements including those relating to fire precautions, Building Regulation and Planning. Copies of statutory consent must be supplied.

Any consequential alterations to the existing electrical installation in the premises (including and connections or additions), must be carried out in accordance with the terms and conditions laid down by the Installation of Electrical Engineers (latest available addition at time of work) and the regulations of the appropriate electrical supply authority.

Loading Criteria The floor slabs are designed to accommodate the following uniform superimposed live loadings:-

Office floors 3.5+1.0 kN/m2

Designated storage areas on office floors 5kN/m2

Designated roof plant areas 7.5kN/m2

Roof 1.5kN/m2

In addition to the above, the following uniform superimposed dead loads have been allowed for in the office areas: suspended ceiling, building services and raised floor 0.85kN/m2.

The Managing Agents must be notified prior to any works commencing If the Construction (Design and Management) Regulations 2007 (the “CDM” regulations) apply to any works which you want carry out you will need to comply with them. The CDM Regulations include a requirement to appoint a Planning Supervisor, prepare a Health and Safety Plan, notify the HSE of the works and compile a full Health and Safety file at the end of the project. You should always

1 SMLG

check with your own advisors and if necessary the HSE if you are unsure whether the CDM Regulations apply and what you should do.

In addition to your obligation to pay the landlords cost incurred in connection with the consent, you will be responsible for any costs incurred by the landlord in relation to the premises or the Building in consequence of any alteration which you carry out.

Tenants’ Name Signs Tenants signage (which is in the common parts of the Building) is installed, maintained and (where necessary) changed by the landlord.

Under no circumstance may tenants themselves make any alterations to the appearance of the reception signage. It is of uniform standard design and size to maintain a consistent appearance, however from time to time, the landlord may propose alterations to the design as appropriate.

If for any reason signage needs to be changed during the tenants occupation (other than for reasonable wear and tear), the relevant tenant is to pay the cost of this. You will need to provide the Managing Agents at least 14 days’ notice of the required change and they will need to be satisfied at the time of the request that the name to be displayed is that of a lawful occupier.

Group Company Occupation The Tenant may share the occupation of the whole or any part of the Premises with a Group Company of the Tenant so long as both companies shall remain members of that group and provided that no relationship of landlord and tenant created and provided also that written notice of the same (including details of the occupier) are given to the Landlord within 21 days of the said occupation.

Sub Letting The provisions of subletting are set out in the lease.

Assignment Assignment of the whole of the demised premises is permitted. The provisions for assignment are set out in the lease.

An application to assign must be submitted to the Managing Agents

3. Section 3

Emergency Procedures Site Specific Emergency Plan

1. Site Address

1 SMLG

1 St Martin’s –Ie-Grand London EC1A 4NP

2. Principle Site Contact(s) / Individual(s) Responsible For Site Operations

Name: Matthew Kent

Mobile: 07813 520864


3. Address from which reinstatement works will be co-ordinated in the event of a

major incident Southern Region – Savills Commercial Ltd, 20 Grosvenor Hill, London W1K 3HQ

Director – Nick Herward

4. Emergency Team - Contact should be made in order of those shown

Matthew Kent: Building Manager 07813 520 864

Andy Sims: Regional Facilities Manager 07794 280 461

David Jackson: Surveyor 07972000236

Responsible for: Ensuring that the emergency plan is current and practical.

Responsible for ensuring suitable cover in the event of an emergency including out of hours.

Responsible to the client account manager.

Health & Safety Team: Claire McMahon: H&S Manager 0161 244 7745

Emilia Jarvis: H&S Advisor 0207 409 9977

Out of Hours Contact(s): Savills Helpdesk 0845 838 7627

1 SMLG

Responsible for: Co-ordinating emergencies when the co-ordinators are unavailable.

Providing guidance and advice when instructed.

This is the individual to be contacted at night, bank holidays or weekends in the absence of the principle contacts

5. Emergency Services & Relevant Authorities

Police 999

Nearest Station – Bishopsgate

Fire 999

Ambulance 999 Nearest Hospital with A&E The Royal London 175 Whitechapel Road Mile End Road, E3

Gas 0800 111 999

Water 0800 714 614

Electricity 08000 280 247

6. Emergency Contact Details For Main Contractors Main Reception: Current Contractor’s details are held in the building operations Security Assignment Instructions.

Security Control Room 0203 675 4372

Email [email protected]

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Savills Helpdesk 0845 838 7627

7. Health & Safety Objectives for this Site To ensure that, as far as is reasonably practicable, the safety of everyone associated with the event and everyone that may be affected with it.

To comply fully with all clients, managing agent and local authority procedural arrangements.

To ensure that risk assessments are undertaken and communicated to everyone that is relevant.

8. Raising the Alarm & Calling for Help The Fire/Incident Alarm System

Savills are responsible for the building fire alarm system in each office area. Tenants are responsible for their own systems but must be interfaced to the main building and follow it’s procedure and scheduled checks.

The emergency coordinator will also be responsible for alerting the emergency contact for neighbouring units if the fire/Incident is likely to affect these units. The emergency coordinator should also alert the main Savills contact that there has been a fire/incident on site

Alerting the Fire Brigade This is the responsibility of the building management team but each office tenant’s responsibility to inform the team accordingly.

Alerting the Police This is the responsibility of the building management team but each office tenant’s responsibility to inform the team accordingly.

Calling for an Ambulance

This is the responsibility of the building management team but each office tenant’s responsibility to inform the team accordingly.

Alerting the Relevant Statutory Authority

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This is the responsibility of each tenant’s emergency coordinator

Alerting the Relevant Client &/or Insurance Company

This will be done by Savills principle site contact once alerted by the Site Emergency Coordinator

9. Action in the Event of a Fire Security act as the main focal point for all security alerts in the building with the most senior member of the team acting as chief fire marshal, security must manage the emergency evacuation and liaise with emergency services, tenants and tenants fire marshals. Act as fire marshals and ensure that people are safely evacuated while maintaining the building secure during any evacuation or drill.

In the interest of safety and to avoid over crowding in the emergency stairwells during an evacuation the building operates a “Phased evacuation” alarm system. This means that immediate automatic evacuation is carried out on the following floors on actuation of the alarm system: -

FLOOR OF ORIGIN AND THE FLOOR ABOVE, THE BASEMENT, THE LOWER GROUND FLOOR AND THE ROOF

These floors will receive a “General Alarm” (evacuate message). The remainder of the floors will receive an “Alert” signal (standby message) and the occupiers should remain at their workplace.

The reason for the alarm call will be investigated by security. It will be reported using the RED Fire Telephone System located on the floors and in the security control room.

The Senior Fire Marshal (Security) must manually continue the “phased evacuation” of the building by pressing the appropriate floor numbered button on the Public Address System in the following circumstances: - (a) If the Floor Fire Marshal reports an uncontrolled fire.

(b) If there is any doubt about the ability of the Floor Fire Marshal to control the fire.

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(c) Failure to obtain a report from the Floor Fire Marshal within 2.5 minutes.

Note – The Fire Brigade should be called in any event.

The evacuation is continued by the Senior Fire Marshal (Security) manually activating the “General Alarm on groups of floors in the following sequence: - IN PAIRS ABOVE THE INCIDENT AND THEN IN PAIRS BELOW INCIDENT. The Floor Fire Marshal should relay a “Floor Evacuated” message to the Senior Fire Marshal (Security Control Room) by fire telephone when their floor is clear.

The Senior Fire Marshal should await this message before evacuating each group of floors. If the message is not received the sequence should continue with 2.5 minutes between “phases”

The Evacuation sequence should continue until the Fire Brigade arrives and give instruction.

Assembly point ‘St Paul’s Churchyard Public Area’

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ACTION OF STAFF PERSON DISCOVERING A FIRE

i. OPERATE THE FIRE ALARM IMMEDIATELY ii. Attack the fire, if possible, with equipment provided but do not take

personal risk.

ACTION ON HEARING THE “GENERAL” FIRE ALARM (CONTINUOUS AUTOMATED RECORDING) “Fire has been reported in the building please use the nearest available exit, do not use a lift” General Staff & Visitors 1. Leave the building immediately and proceed to assembly point ‘St Paul’s

Churchyard Public area’ using the nearest available exit.

2. Do not use a lift

3. Do not stop to collect belongings.

TENANTS FIRE MARSHAL

1. Co-ordinate actions of general staff and assist in evacuating the building

2. If fire is on your floor, pass details to Senior Fire Marshal (Security Control room) by dedicated fire telephone system located on each floor in the emergency exit routes.

3. Ensure evacuation procedures are completed by checking all rooms, lavatories etc.

4. Report evacuation completed to the Senior Fire Marshal (Security Control room) by dedicated fire telephone system located on each floor in the emergency exit routes. Important note: Please ensure the phones are placed back on the receiver and the door to the telephone box is closed after use. This will disengage the call.

5. If you have a person on your floor who requires assistance in evacuating the building i.e. Person with Disability. Ensure they are directed to one of the disabled safe refuge areas located in the west and north stairwells until the Fire Brigade arrives and it is safe to evacuate the person. Inform building security control of the situation via the emergency red telephone.

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Ensure all fire doors in the area are closed to preventing ingress of fire and smoke.

6. Leave building as described above and report to assembly point.

7. Co-ordinate crowd control of all building staff, when exiting the building and at the muster point. Ensuring no one re-enters the building until security or the fire brigade have given the “ALL CLEAR”

8. Once you have accounted for all your staff at the muster point, or if someone is missing you should communicate this information back to the security guard at the muster point who will pass this information on the buildings’ security control and fire brigade

Action on hearing “Alert Stand by” Fire Alarm message (automated recording)

“Fire has been reported in the building, please remain at your work place, await further instructions”

General Staff 1. Remain at work place, await instructions

Floor Fire Marshal

1. Remain on floor/ area of duty

2. Discourage movement of staff between floors

3. Await instructions.

Senior Fire Marshal (Security)

Upon action of alarm system: -

1. Report to Security Control room.

2. Ensure Fire Brigade has been called

3. Receive and report details of incident from Floor Fire Marshal and decide whether to continue evacuation or cancel.

4. If evacuation to continue, activate “General Alarm” on subsequent floors in accordance with “General Principles” above

5. Supplement taped Public Address message as necessary

6. Pass details of incident and evacuation status to Fire Brigade upon arrival

7. Assist as requested

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Disable Evacuation Arrangements Upon hearing the Fire alarm, the nominated tenants Fire Marshal should assist the disable person to the buildings allocated safe refuge area located in the West and North stairwell Fire Exits located on each floor. Using the RED Fire Phones, notify the chief fire marshal in building security control of the situation. Ensure all access fire doors in to this area are closed. The chief fire marshal will inform the fire brigade of the situation, who will take the appropriate action.

RED Fire phone -Communication links between the safe area and security control will remain open

Assembly Point – ‘St Paul’s Churchyard Public area’ 3.2.1 FALSE FIRE ALARM ACTIVATION ISOLATNG THE PANEL

1. At panel look at the screen, it will show you the site of the alarm and at the bottom of the screen it will say either “Enter Password” (9999) OR “Master In Use”. If “Master in Use”, then ignore panel (it means that the engineer is dealing). In either case, always investigate; send an Officer immediately to the site of the alarm.

2. If “Enter Password” then press “Silence Buzzer” AND “Silence Alarm”, and then press the number “9” so that “#” shows 4 times in the screen, then press “Enter” and carry on to isolate the zone of alarm. Again, immediately send a Security Officer to check the site of the alarm.

IMPORTANT NOTE.

During a Full Fire evacuation ALL the building main air conditioning chillers, main gas supply will shut down and will require the fire alarm panel to be reset before switching back on. The building will lose all cooling and heating. Security must notify the building maintenance company and request a reset of all of the vital building plant.

You have three minutes from the moment the alarm sounds to the moment you must silence buzzer and silence alarm, otherwise the chillers and plant on the roof will automatically shut down. You then have an additional three minutes in which you must isolate the zone of alarm. If the Security Officer

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reports a fire, call fire brigade (9-999) and declare the fire. Then proceed with Fire evacuation as above.

3.2.2 FIRE ALARM SYSTEM TEST The Fire alarm test is to be held every Friday at 1500hrs for the main building 1 St Martin’s -Ie-Grand.

1. Security puts out Audio Message, which is found on reverse of the Fire panel door.

2. Engineer sets off a point.

3. Alarm goes off.

4. Engineer resets panel

5. Security puts out an audio message saying please comply with any more alarms.

Password to get in the panel is 9999

3.2.3 EVACUATION POINT TO COVER

During the building evacuation process security should assist with the evacuation as well as maintain building security. Remember once the Fire Alarm is in Full evacuation mode ALL Fire doors, front, back, tenant’s doors, and the turn stiles will open automatically leaving the building vulnerable. Each of the perimeter exits must be secured by security

Communication between Security control and assembly point

We have two mobile telephones (Pay as u go) located in the security control room. It is the responsibility of security to ensure these are in operational order, test them on a regular basis so they are ready to be used at a moments notice. All guards should be trained on how to operate and be aware of where they are stored. The security guard at the assembly point should direct and control the crowd using the mobile phone. Communicate with the tenants Fire Marshals and relay information back to the Building Fire Control room.

Security Emergency team (Fire Marshals) consist of: -

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1. Chief Fire Marshal – Most senior security officer on duty

2. Assembly Point Chief Fire Marshal – Building Manager or building security officer.

3. Buildings West Fire exit (back door) – Security officers/ receptionist

4. Buildings North Fire exit – Building engineer.

5. Building South Fire exit – Building engineer.

6. Building Main Front Doors and Reception – Receptionist.

Important note for all building fire marshal

DO NOT ALLOW ANY ONE TO USE THE FIRE EXIT DOORS AS A MEAN OF GAINING ACCESS BACK IN TO THE BUILDING. ONCE THE ALL CLEAR HAS BEEN GIVEN BY THE FIRE BRIGADE ALL TENANTS SHOULD USE THE MAIN FRONT ENTRANCE ONLY.

Security Control Room - Chief Fire Marshal

The most senior member of the security team on duty on the day should cover this role. The Chief Fire Marshal is responsible for co-ordinating the evacuation of the building following the instructions above.

Assembly Point ‘St Paul’s Churchyard public area ’ On hearing the Fire Alarm guard No. 1 should report to the security control room. Collect the mobile phone and proceed to the assembly point; ‘St Paul’s Churchyard Public area’. The main responsibilities are: - communication between the building security control and the assembly point. Control the crowd using the megaphone: - ushering the tenants off the road and on to the pavement. They should instruct all tenants to register with their respective tenants Floor Fire Marshals located at the assembly point and request they wait for further instructions.

Once guard No.1 has received the “All Clear” from the Chief Fire Marshal, they can instruct the tenants to return to the building by way of the main building front door. All other exit routes will be locked.

IMPORTANT – DO NOT ALLOW TENANTS TO PROCEED BACK TO THE BUILDING BEFORE YOU HAVE RECIVED THE ALL CLEAR SIGNAL.

Buildings North Fire Exit - Engineer On hearing the Fire Alarm guards No.3 should make their way to the north fire exist and assist with the evacuation. Once all tenants are out of the building

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secure the exit. On receiving the all clear, close the fire exit door and return to security control to assist tenants back in to the building DO NOT ALLOW ANY ONE TO USE THIS DOOR AS A MEANS OF GAINING ACCESS BACK IN TO THE BUILDING

Building South Fire Exit – Engineer On hearing the Fire Alarm guard No.4 should make their way to the security control room. The Chief Fire Marshal will give them further instructions and one of them will be allocated duties for the south fire exit. They should assist with the evacuation. Once all tenants are out of the building, secure the exit. On receiving the all clear close the fire exit door and return to security control to assist tenants back in to the building DO NOT ALLOW ANY ONE TO USE THIS DOOR AS A MEANS OF GAINING ACCESS BACK IN TO THE BUILDING

Building Front door and reception Fire Exit – Receptionist On hearing the Fire Alarm the Post room should make their way to the Front door and Assist with the evacuation. Once all are out of the building secure the exit. DO NOT ALLOW ANY ONE TO USE THIS DOOR AS A MEANS OF GAINING ACCESS BACK IN TO THE BUILDING UNTILL THE ALL CLEAR HAS BEEN GIVEN

Building West Fire & Garage Exit/ Back door – Receptionist (Security) On hearing the Fire Alarm the Day Janitor should make their way to the Back door/ west fire exist and Assist with the evacuation. Once all tenants are out of the building secure the exit. On receiving the all clear close the fire exit door and remain at this area until all tenants are back in the building, DO NOT ALLOW ANY ONE TO USE THIS DOOR AS A MEANS OF GAINING ACCESS BACK IN TO THE BUILDING all tenants should use the main front doors.

10. Emergency Evacuation & Assembly Points (full details in Evacuation Plan)

Role of the Evacuation Officers (full details in Evacuation Plan) Evacuation officers will check specific areas of their area before evacuating themselves. They will ensure that fire doors and windows are closed. They will consider their own personal safety at all times and only undertake activities that do not put them at an increased risk, the officers should also maintain order amongst staff once mustered, ensuring that road and personal safety are observed

Overview of Arrangements Each Tenant will be responsible for undertaking their own evacuations of their demised areas in accordance with the building evacuation procedures.

Once all areas are safely evacuated and at their designated meeting place, the evacuation officers for each unit should report the successful evacuation

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of their premises with the ICO (Building Management Team Member). The Building Management team should then ensure that all fire exits are guarded to ensure no staff tries to regain entry before the fire brigade have checked the building and given the all clear for re-entry.

If the evacuation is a false alarm the cause of the activation is to be determined by the management team in liaison with the fire brigade and the appropriate action taken to prevent its reoccurrence. If the activation is found to be a fault of a fire alarm system the building management team are to instruct the fire alarm engineer to attend site and rectify the fault.

Bomb Evacuation The threat of a bomb may be given by phone / post or by suspicions of someone on site that a bomb has been left in the buildings.

In the case of a telephone threat detailed information should be sought from the caller using the bomb warning checklist on the next page. Blank copies of this checklist should be kept close to switchboards at all times and should be completed immediately by the person taking the call. This person should also if possible alert another person that the call is taking place. All calls of this nature must be taken seriously.

All bomb threats should be reported immediately to the unit’s Emergency Coordinator who should then call the police for their advice and assistance. The Emergency Coordinator should also alert all other tenants and the Savills Principle Site Contact. The decision to evacuate the building rests with the police with the assistance of the unit’s Emergency Coordinator.

The evacuation will differ from a fire alarm evacuation in that the objective is to clear people from the danger area as quickly and safely as possible. The evacuation route and assembly point will depend on the location of the bomb and the police will advise the best route. The Emergency Coordinator should then communicate the route to all other evacuation officers in order to commence the evacuation.

The threat from a bomb will cover a greater area and assembly points will be a considerable distance from the building. An external assembly point at least 400 to 800m away from the site will be chosen.

Directions should also be followed if the Police bring in the Local Authority Emergency Liaison Officer.

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Bomb Procedures

BOMB THREAT CHECKLIST

Listen carefully to what is being said and allow the caller to complete their message.

During the call, please complete the following checklist:-

DETAILS TO TAKE CHECKLIST

Name of person receiving call

Telephone No

Date and Time

Origination of call STD / Mobile / Coin Box / Other

Caller Male / Female / Adult / Juvenile

Voice Loud / High Pitched / Soft / Deep /

Rough / Disguised / Educated / Other ( )

Speech Fast / Slow / Distinct / Blurred /

Stutter / Impediment / Other ( )

Language Educated / Normal / Coarse / Obscene

Manner Calm / Angry / Irrational / Coherent /

Incoherent / Hysterical / Other ( )

Background Voices Road traffic noise / Office noise /

Air traffic- noise / Music / None / Other ( )

Atmosphere Quiet / Voices / Other ( )

If not included above, attempt to ascertain from the caller the following points:

Location of device

Time it is due to explode

Description of device

When it was placed

Name of group responsible

Keep this checklist, call 999 or refer to your Emergency Plan immediately

11. Specific Emergency Procedures/ Disaster Recovery General Procedures are available in respect of the site and from Savills policy. The following are site specific issues relating to this particular site, not already outlined above or within general procedures.

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In the event of the building being unfit for accommodation each Office & Retail tenant will be individually responsible for the re-direction of all postal and telephone communication, any IT related restructuring and any re-location of staff.

All building management communications including post, telephones and e-mail will be re-directed to:

Savills Commercial Ltd

15 Finsbury Circus

London

EC2M 7EB

Fire In addition to the main buildings procedures each office is responsible for carrying out their own fire risk assessments and enforcing all actions required by that assessment.

Bombs and Incendiary Devices What to look for: the postmark, if it is foreign and unfamiliar

the writing, which may be crudely printed, lacking in literacy or foreign in style

the name and address of the sender (if shown) may differ from the postmark

items addressed to a Senior Manager by title only which are marked PERSONAL or PRIVATE

uneven weight distribution, which may indicate the presence of batteries

grease marks on the wrapping, which may indicate sweating explosive

characteristic smell of marzipan or almonds

abnormal fastening or excessive sealing for the type of package

damaged packages which show wires, batteries or fluid-filled plastic sachets

packages which rattle, feel springy or which tick;

Where a normal paperback book has been used, one which feels softer.

Incendiary devices are more difficult to detect. The devices are generally small enough to fit into a cigarette lighter and are designed to ignite after a predetermined delay period. This allows them to be planted during working hours and to ignite during the silent hours.

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Devices may be planted in the following locations:

In pockets of garments or among clothes;

In drawers or slipped down the sides of upholstered furniture.

Behind books on shelves.

DO NOT HANDLE A SUSPECTED INCENDIARY DEVICE. IT MAY KILL OR MAIM. CLEAR THE AREA AND INFORM THE PRINCIPLE SITE CONTACT. The procedure for searching the site should be led by the police and the site emergency coordinator should take instruction from Flood Flooding will usually be caused by

Flash flooding by rain particularly close to rivers

A leak within the building from a supply pipe

If the building becomes unsafe due to flooding the emergency coordinator should instigate their own evacuation procedure. If the flood is due to a leak from a supply pipe and it is likely to affect neighbouring premises the emergency coordinator should advise the neighbouring premises emergency contact immediately.

Gas Release or Risk of Explosion Anyone smelling gas in the building should report this immediately to the building management team who will call the emergency gas number in this document and alert Savills principle site contact. The emergency site coordinator should then instigate an evacuation by calling all evacuation officers in the building and alerting all other units on site. Re-entry should then be prevented until the gas board have checked the site and given the all clear for re-entry. Building Collapse or Damage to Building Resulting in Debris Falling from Height The emergency coordinator and Savills principle site contact should be notified immediately. Savills principle site contact will arrange for a building

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surveyor to attend site and assess the damage and act on his advice accordingly to secure the building, occupiers and surrounding occupiers / buildings.

If the building is found to be in a dangerous state, the building surveyor will be instructed to act on their advice with regard to cordoning off the necessary area to protect the surrounding buildings, occupants and members of the public.

Major Electrical Fault In the event of a major electrical fault in the building, the site emergency coordinator should notify the Savills principle site contact who will instruct an M&E engineer to attend site and investigate the cause of the fault. Damage to Materials Suspected of Containing Asbestos An Asbestos register is available on request for this site.

Demonstrations The building may from time to time be subject to demonstrations, the building management team have procedures in place for the common areas and ground floor reception, and each tenant should have a procedure in place if demonstrations are likely.

12. Major Accident / Dealing with Casualties In dealing with casualties the person concerned should not put themselves at risk and should check that the environment where the casualty is located is safe before they proceed further.

If the area is not safe the relevant emergency services should be called by dialling 999 and they should be left to deal with the situation.

Any articles or substances associated with the incident are to remain where they are to allow an investigation into any causes to be undertaken.

In the event of an incident the emergency coordinator should report the incident using the Savills report form. The incident log book should also be completed by him. This can be found in the Savills Health and Safety files kept by the Savills principle site contact. The form should be sent to Savills principle site contact that will then forward this to Savills Health and Safety team and complete a RIDDOR report form if necessary. The unit emergency coordinator should determine whether an ambulance is necessary and call for one if appropriate. Any casualties should be taken to an empty meeting room on site until an ambulance arrives providing they can be moved or can move themselves without any risk of further injury.

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Minor injuries may be dealt with on site using the tenants own first aid kits by the tenants first aid trained member of staff. However if an ambulance is called any treatment should be left to the medical team on board.

13. Welfare Provisions

Location of Toilets: The toilet facilities can be found on the lower ground of the common parts

Hot Water Provision: Hot water is available from the kitchens & toilets within each demise and areas listed above.

14. Emergency Procedures for People with Disabilities

Tenants should have procedures in place for ensuring that their employees and clients are able to evacuate to the assembly points safely using evacuation chairs etc.

Dealing with people who are unable to see: Tenants are responsible for ensuring that their employees and clients are guided safely to the relevant assembly point.

Dealing with people who are unable to hear: Tenants are responsible for ensuring that their employees and clients are guided safely to the relevant assembly point.

15. Health & Safety Consultants

Lead Consultant (Health & Safety) Company: Quantum Risk Management

Contact: Gordon Allan

Tel: 020 8950 0728

Mobile: 07973 736967

Fax 020 8950 0728


Asbestos Consultant Company: SM&MS

Contact: Sue Morris

Tel: 01484 452349

Mobile:Fax: 01484 452350


16. Tenant Contacts

SS&C 1 St Martin’s Le Grand, London, EC1A 4AS

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Mark H. Elswood

Managing Director

Direct: +44 (0)20 3310 3310

Mobile: +44 (0)773 818 2551

[email protected]

Breda Gray

Office Manager

T: +44 (0)20 3310 3288 | F: +44 (0)20 3310 3011

m:+44 (0)7889 005570

[email protected]

Julius Baer 1 St Martin’s Le Grand, London, EC1A 4AS

Stuart W. Bates

Chief Operating Officer Julius Baer International Limited 020 3205 1609

[email protected]

Monique King

COO Office

Julius Baer International Limited

020 3481 8123

07515 606 501

[email protected]

Neil Turner

COO Office

Julius Baer International Limited

020 3481 8250

07595 840 038

[email protected]

Fidelity

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Michael Porter

Facilities Manager

Corporate Solutions Fidelity Investments Account

Jones Lang LaSalle EMEA.

4th floor 10 paternoster Square London, EC4M 7LS

2nd floor 65 St Paul's Churchyard Paternoster House London, EC4M 8AB

Mobile 077 9533 5744

[email protected]

Mitsui Chikako Okuda (Ms.)

General Affairs Manager

Human Resources & General Affairs Dept. (EUAAJ)

Mitsui & Co. Europe Plc. 欧州三井物産・人事総務

Tel: 020 7822 0607

E-mail: [email protected]

J Bond

Facilities Manager

Mitsui & Co Europe PLC

24, King William Street

London, EC4R 9AJ020 7822 0493078 9441 9075 [email protected]

FIRE PROCEDURES 1 INTRODUCTION ................................................................................................. 32

2 FIRE INSTRUCTION AND DRILLS ......................................................................... 32

3 PROCEDURE FOR FIRE ....................................................................................... 30

DISCOVERING A FIRE (ALL PERSONS) ............................................................................. 30

ON HEARING THE ALARM - TENANTS STAFF ....................................................................... 36

ON HEARING THE ALARM – BUILDING MANAGEMENT ...................................................... 32

ON HEARING THE ALARM - FIRE WARDENS ...................................................................... 33

ON HEARING THE ALARM - OUT OF HOURS ...................................................................... 34

ON HEARING THE ALARM - FIRST AIDERS .......................................................................... 34

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GUIDELINES IN THE EVENT OF FIRE .................................................................................... 41

FIRE PREVENTION .......................................................................................................... 37

4 FIRE RECORDS ................................................................................................... 38

5 MASTER ROLL CALL LIST .................................................................................... 39

CONTACT TELEPHONE NUMBERS .................................................................................... 40

6 FIRE ASSEMBLY POINT ....................................................................................... 40

7 SAVILLS STRATEGY FOR IMPLEMENTATION OF REGULATORY REFORM (FIRE SAFETY) ORDER 2005 ............................................................................................................. 40

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Introduction Savills recognises that procedures for dealing with both the prevention and control of fire are of vital importance.

This procedure, therefore, briefly notes our procedures for:

Fire Instruction and Drills

Fire Procedures

Responsibilities in the event of a fire

An analogue addressable fire alarm system is installed in the building. The main alarm panel is located in the ground floor fire control room with repeater panels provided in the Security office.

The common areas are fitted with automatic fire detection in accordance with BS 5839 Pt1.comprising break glass units, automatic smoke and heat detectors and electronic sounders.

Laminated fire alarm zone descriptions and zone plans are held in the fire alarm cabinet and are taken outside in the event of alarm activations to assist the emergency services in identifying the area of the building in alarm.

An auto dialler is not installed to automatically summon the emergency services due to the building having a 24/7security presence. Staff on site makes a manual call to the emergency services in the event of alarm activations.

Several fire system shutdowns or relays are connected to the system, dependant on which area of the building is in alarm, which activate the following;

Passenger lifts ground and car doors open.

Boilers shut down.

Gas valve closes.

Smoke or fire dampers operate.

Magnetically held doors fail to safe

Roller shutters operate

The M&E engineer undertakes a monthly test of all fire alarm interface mechanisms.

The M&E engineer and Building Manager undertake the weekly audibility testing at 15:00 every Friday. Results are held in the fire logbook. The fire alarm maintenance contractors undertake the periodic testing of the fire alarm system and records are held in the fire logbook.

1 Fire Instruction and Drills Tenants have the legal responsibility of training their employees in fire safety procedures

1. Instruction and training will be provided for:

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The action to be taken on discovering a fire.

The action to be taken on hearing the fire alarm.

Raising the alarm, including the location of alarm call points and alarm indicator panels.

The correct method of calling the fire brigade.

The location and use of fire fighting equipment.

Knowledge of fire escape routes.

Appreciation of the importance of fire doors and of the need to close all doors in the event of a fire and on hearing the fire alarm.

Evacuation of the building and location of assembly points.

In addition to the above, certain members of staff will be instructed and trained in any matters peculiar to their particular responsibilities at the time of a fire e.g. Fire Wardens.

Such details as are necessary to show the training and instruction given will be recorded. The following should be included in such a record:

Date of the instruction or exercise.

Duration

Name of the person giving the instruction.

Names of the persons receiving the instruction.

The nature of the instruction, training or drill.

2. In all premises one person will have overall responsibility for organising staff training and co-ordinating the actions of staff and tenants in the event of a fire. For 111 Old Broad Street the person nominated is:

Matthew Kent Building Manager. 1. In conspicuous positions in common parts of the premises, fire action notices

are displayed stating, in concise terms, the essentials of the action to be taken upon discovering a fire and on hearing the fire alarm.

2. 1 St Martin’s –Ie-Grand has a fire alarm system installed throughout the premises with call points at readily accessible locations. Contractors test the common alarms weekly and records are kept on site. A competent person carries out a full examination of the common system quarterly and records are kept.

3. An emergency lighting system is installed to the common areas of the premises and regular checks are carried out and recorded by contractors.

4. Fire extinguishers and other fire fighting equipment is provided to the common areas of the premises in various, easily accessible locations. All common

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equipment is serviced as required and records are kept. Regular checks are carried out to ensure that all common fire extinguishers are wall mounted in their designated locations and are not obstructed in any way.

5. All common means of escape are clearly marked and checks are carried out to ensure all such signs are in place.

6. All tenants’ employees should be instructed and trained to ensure that they understand the fire precautions and the action to be taken in the event of fire. This will include persons engaged on regular duties outside normal working hours, for example cleaners. The aim will be to ensure that all staff receives instruction and training appropriate to their responsibilities in the event of an emergency.

7. Tenant’s management will nominate sufficient Fire Wardens to ensure the procedure is not affected by staff absenteeism.

8. Prior to alarms fire wardens will ensure they are familiar with their search area and that the search area is small enough to be searched in a reasonable time. Wardens will be trained in their duties, as will their deputies. (Wardens will not put themselves at risk during the sweep of their area)

9. Communicate with their deputy’s times when they are likely to be away from work due to sickness absence, holidays, flexi time or working on other sites/locations. The deputy will perform the duties as fire warden jointly with the primary fire warden during all incidents to ensure familiarity of the roll and to speed up and aid the primary fire warden’s duties.

10. Within the tenants demise Carers must be nominated and trained in the safe evacuation of disabled employees or persons, which are their responsibility who may require additional assistance. Any equipment such as Evacuation Chairs should be maintained with staff receiving suitable training in the use of; the building management should be informed of any such equipment & procedures and should also be included in tenant’s fire risk assessments.

11. A competent person should give instructions frequently. The nominated responsible person will determine the nature and frequency of the training.

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2 Procedure for Fire

Discovering a Fire (All Persons)

1 If you discover a fire, or one is reported to you, you must first operate the nearest fire alarm call point.

2 The fire alarm system is not installed with an auto dialler, which automatically summons the emergency services, therefore a manual call to the emergency services is always required for alarms NOT pre announced or planned.

3 If it is within your capabilities and you are trained, confident and competent to attempt to extinguish the fire, and it is safe to do so, use the nearest suitable fire extinguisher.

4 DO NOT PUT YOURSELF AT RISK

5 ENSURE YOUR ESCAPE ROUTE IS AVAILABLE

6 IF THE FIRE CANNOT BE EXTINGUISHED IMMEDIATELY, WITHDRAW CLOSING ALL DOORS BEHIND YOU

7 Evacuate the building by the nearest available exit and proceed to your fire assembly point.

The fire assembly point is located

St Paul’s Churchyard Public area

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On hearing the alarm - Tenants Staff

1 If the fire alarm sounds, leave the building immediately by the nearest available fire exit.

2 Leave the building by CALMLY WALKING and proceed to your assembly point.

3 DO NOT STOP TO COLLECT PERSONAL BELONGINGS

4 The fire assembly point is located

St Paul’s Churchyard public Area This point so that your fire wardens can communicate and ensure the safety of personnel as directed by the Assembly Point Co-ordinator, Incident Controller and emergency services.

5 Fire Wardens are:

The Nominated Members of Tenants Staff

6 Do not attempt to go back into the building unless authorised by the Assembly Point Co-ordinator, Incident Controller or external emergency services.

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On Hearing the Alarm – Building Management

1 In the event of a fire the Building Management team will act as follows (These roles are inter-changeable);

The Building Manager or his deputy proceeds to the fire assembly point and assumes the role of Assembly Point Co-ordinator.

2 Ensure the emergency services are summoned by making a call dialling 999.

3 Confirm with the M&E engineer the location of the fire according to the fire alarm panel.

4 Start a chronological list of events and identify the zone/device in alarm.

5 Don high visibility garments. The Assembly Point Co-ordinator must wear a high visibility garment to make them obvious at the fire assembly point.

6 The Building Manager will pick up the Tenant floor List, evacuation bag (including building plans), landlords contractor and visitor list and any available keys for the premises.

7 The Assembly Point Co-ordinator will proceed to the fire assembly point and await tenants fire wardens search results to confirm office areas are clear

8 Liaise with the attending Fire Officer, giving information concerning:

Location of fire.

Missing employees/ contractors / visitors / disabled persons.

Dangerous chemicals/substances.

Known service isolating points.

Silence and reset the system as directed by

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the emergency services.

Ensure the all clear is given to tenant’s wardens who should inform the general assembled staff at the assembly point/s.

Ensure the building staff are permitted to enter the building before the visitors, contractors and general public.

Note!

The Incident Controller will ensure the front of the building is kept clear of members of the public, vehicles and free access is available for the emergency services.

On hearing the alarm - Fire Wardens

1 The nominated fire wardens will upon hearing the alarm, sweep their designated areas, entering all office, cloakrooms, toilets and unlocked storage areas for personnel. Fire wardens should be the last person to leave their designated area.

2 Fire wardens will ensure the areas under their control are evacuated, directing personnel to the nearest appropriate exit.

3 Shout fire as they sweep the areas if sounder audibility is poor or personnel are not responding to alarms,

4 Ensure all heat sources are left isolated or safe. (Only if safe to do so)

5 Close all doors and windows as they sweep their areas. (Only if safe to do so)

1 SMLG

6 Glean any relevant information from the building in relation to the fire area.

7 Report to the Assembly Point Co-ordinator at the fire assembly point, confirm their area is clear and pass on any information about the incident and then proceed to their group area. Staff should be organised into groups, the fire wardens need to ensure that groups under their supervision do not venture onto the roads at any time during the evacuation or muster.

8 Assist the Fire Assembly Point Co-ordinator in giving the all clear to the assembled staff.

On hearing the alarm - Out of hours

1 On arrival to site, sign in the visitors’ book with time & date and work location.

2 Security staff will make a fire call by dialling 999.

3 The Security Guard will be responsible for the roll call of staff using the Master Roll Call List at the main entrance. They must take the visitors book and generally follow the role description in section 3.3.

4 Ensure any members of staff or members of the public are evacuated.

5 In the event of fire staff should follow procedure 3.2 or 3.4 as appropriate, but at the assembly point you must liaise with other tenants to confirm the building is empty.

1 SMLG

On hearing the alarm - First Aiders

1 If safe to do so and it does not delay escape, first aiders should collect the nearest first aid box on their way out.

2 Once they have evacuated they should make themselves known to their fire warden and be ready to treat any casualties until the arrival of the ambulance service.

1 SMLG

Guidelines in the event of fire

DO:

Always take a fire alarm seriously and evacuate immediately. Exercise self-control in an emergency. Do not panic. Help disabled persons where required. Obey the Incident Controller/ Fire Assembly Co-ordinator/Fire Wardens instructions. Where possible close doors and windows to limit the spread of fire. Once outside the building, go to the prearranged fire assembly point and wait there until you are told to otherwise.

1 On arrival to site, sign in the visitors’ book at reception, with the time, date and work location.

Every workman must sign in individually.

2 In the event of fire you should follow procedure 3.2 as appropriate, and report to the Assembly Point Co-ordinator for roll call.

3 It is important that if you have been using any flammable or hazardous substances or compressed gases you report their nature and location to the Assembly Point Co-ordinator.

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DO NOT:

Stop to collect personal belongings. Run down an escape stairway. Remain in the building. Return to the building until instructed to do so.

The Building Manager will:-

Carry out regular inspections of the areas under his control to ensure that fire safety provisions are maintained at a satisfactory level.

Record any defects or problems in the fire logbook and take any appropriate action. Report any defects or problems that cannot be dealt with satisfactorily to the Management Surveyor.

Ensure that all escape routes are kept free from obstruction within the common parts.

Ensure that all discharged fire extinguishers to the landlord areas are replaced.

Ensure fluorescent jackets are used by all fire wardens for ease of identification at the fire assembly point and to give authority on evacuation.

Fire Wardens will:-

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As well as having responsibilities during a fire emergency on site, fire wardens should also have responsibility for routine duties including the following:

Ensure all exits and passageways are kept clear

Ensure fire doors are not propped open and that they shut properly

Identify, report and eliminate any fire hazards found

Ensure fire fighting equipment is in place and appears functional

Ensure staff are aware of the fire action procedure

Liaison with Fire Officers and Building Management.

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3 Fire Records Fire safety legislation stipulates that the “Nominated Responsible Person” must keep records of active, passive and general fire precautions. These records must be kept for at least two years and must be made available for inspection by the enforcing authorities.

All such records appertaining to 1 St Martin’s –Ie-Grand are held in the fire logbook.

The risk assessment must be recorded and should address the following fire safety issues:

The fire risks within the premises and the control measures used to combat them;

An assessment of the premises current means of fire warning and detection

An assessment of the adequacy of the current means of escape;

An assessment of the current fire action plan, its adequacy for the building and whether users of the building are aware of the plan;

An assessment of the fire safety equipment within the premises, its adequacy and whether it is being maintained as appropriate.

Safety Management & Monitoring Services Ltd has carried out a Fire Risk Assessment and a report prepared.

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4 Master Roll Call List

Incident Controller: Building Manager

Fire Assembly Co-ordinator: Security/Reception Staff

Tenant Present / Time Comment (e.g. Absent)

EXTERNAL SERVICES CALLED? Y/N ZONE:

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ADDITIONAL INFORMATION: ………………………...…………………………

…………………………………………………………………………………………..

…………………………………………………………………………………………..

Signed: Date: Time:

Contact Telephone Numbers

1. Emergency control staff

Incident Controller (Building Manager)

Receptionist

M&E Engineer

Cleaning Supervisor

2. Emergency Services

Fire Brigade 999

Police Service 999

Local Ambulance Service 999

Gas Emergencies 0800 111 999

Local Water Supplier 0800 714 614

Local Electricity Supplier 0800 028 0247

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5 Fire Assembly Point Once the Wardens/Marshalls have informed the Evacuation Manager their areas are clear they should organise all office staff into the groups and locations shown on the following page, this is to ensure that staff are safe from moving vehicles.

6 Savills Strategy for Implementation of Regulatory Reform (Fire Safety) Order 2005

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